Slide Layout

Basic Printing

Before you can print anything you must have at least one printer installed.
If you want to print a single copy of the entire document you can press the Print button on the Standard toolbar.

Print - Using this button will always print the entire document regardless of whether you have highlighted a specific part of the document.
Print Preview - Before printing it is always worth checking that the layout is OK by using (File > Print Preview).

Printing a Selection

Displaying your presentation in Slide Sorter view allows you to select a few slides and print "the selection".
Use the Shift and Ctrl keys to select the slides you want to print

Shortcut Keys

(Ctrl + P) - Displays the (File > Print) dialog box.
(Ctrl + Shift + F12) - Displays the (File > Print) dialog box.


(Print tab, Background printing) - Prints presentations in the background, so that you can continue working in PowerPoint while you print.
(Print tab, Print TrueType fonts as graphics) - Prints TrueType fonts as graphic images rather than downloading the TrueType fonts to your printer.
(Print tab, Print inserted objects at printer resolution) - Prints objects at the printer's default resolution.
(Print tab, Print the most recently used print settings) - Prints the presentation using the same print settings as the last print job.
(Print tab, Use the following print settings) - Prints the presentation using the print settings defined below.

Print What

On the (File > Print) dialog box there is an option giving the choice of what to print.

Slides - Print your slides one slide per page
Handouts - Prints miniatures of the slides 2, 3, 4, 6 or 9 to the page. Printing your handouts with 3 slides on a page will allow you to add notes next the slides.
Notes Page - A slide miniature is printed together with any notes that have been added
Outline - The text for each slide is printed showing the structure of the presentation.

Using (File > Print) from either the document view or the print preview will bring up the Print dialog box
If you want to print double sided, then only print the odd pages, put the paper back in the printer (with the page order reversed) and print the even pages.
Displaying a document using (File > Print Preview) will remove all the paragraph marks and non printable characters.
You can print your pages in reverse order by selecting (File > Print > Options)(Print tab, "Reverse Print Order").

It is easy to create handouts and print notes for you and the people you are presenting to.
(File > Print > Print What ???)

What is the easiest way to print a PDF file ??

All documents should be viewed either using (File > Print Preview) or in the Page Layout view.

It is possible to create a connection to more than one printer. The print dialog box allows you to list all the printers you are connected to and tells you the status.

There is now also a Web Page Preview.
Non Printing characters control the way your document looks and these can be displayed or hidden by pressing the Show/Hide button on the Formatting toolbar ??

Non printing characters include: Paragraph marks, line breaks, tab, automatic page break, manual page break, column break, section break

You can print selected pages (i.e. 5, 9, 12) or a range (i.e. 6-10)
(File > Print)

Tools > AutoCorrect

(AutoFormat as you type tab, Automatic layout for inserted objects) - Automatically changes the slide layout to accommodate any additional objects.


(View tab, Slide Layout task pane when inserting new slides) - Displays the Slide Layout task pane every time you insert a new slide. This lets you change the slide layout of the new slide.

When you print on both sides of the paper you may want mirror pages (i.e. the left margin of the left pages is the same as the right margin on the right pages. A gutter adds an additional space to the margins.
You can control the margins for each paragraph.
To change the margins for part of a document, highlight the text first before pressing (File > Page Setup). In the "Apply to box" make sure you choose "selected text". Word will automatically insert breaks before and after any text with different margin settings.
If your document is already divided into sections and you select (File > Page Setup) without highlighting any text, the "apply to" box will default to changing the margins in the whole section.

Printing Presentations

Print button on standard toolbar
(Ctrl + P)
(File > Print)


Margins measure the amount of space that appears on a page between the edge of the page and the text.
The margins initially apply to the whole document but using sections will allow you to change the margins for different portions of your document.

Black and White

For most of use we will probably print our slides on a black and white printer.
If you would like to see how the slides will look when printed in black and white you can select (View > Black and White).
This toggle turns the entire slide show into black and white
To make darker objects appear lighter you can apply a greyscale
(Right mouse click and choose Light Greyscale)
Any changes you make will not affect how the slide will be printed when printed in colour.

When printing there are several options. Use the Print What list. When you wan to print you have a large number of options. You can select specific slides by holding Ctrl and selecting the particular slides in slide sorter, then print the selection (or type 1,4,10). Obviously all the slides a range or just the current slide and number of copies

If you are printing in Black and White you might want to view the slides in black and white. View > Black & White. This toggles so select again to return to colour. For dark objects Light greyscale is a good choice. Any changes made whilst in black & white mode have no affect when you return to colour.

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